Ordering from BPAs

Authorized users should place the order directly under the established GSA Schedule BPA when the need for the supply or service arises.

Multiple-award BPAs

For orders at or below the micro-purchase threshold, the ordering activity can place orders with any BPA holder that can meet the agency needs. The ordering activity should attempt to distribute any such orders among the BPA holders.

For orders exceeding the micro-purchase threshold but not exceeding the simplified acquisition threshold, the ordering activity:

Must provide BPA holder a fair opportunity to be considered for award unless one of the exceptions at FAR 8.405-6(a)(1)(i) applies;

Need not contact each of the BPA holders if information is available to ensure that each BPA holder is provided a fair opportunity to be considered for each order; and

Documents the circumstances when restricting consideration to less than all BPA holders offering the required supplies and services.

For orders exceeding the simplified acquisition threshold, unless the requirement is waived on the basis of a limited source justification that is prepared and approved in accordance with FAR 8.405-6, the ordering activity should include the following:

Provide an RFQ to all BPA holders offering the required supplies or services under the multiple-award BPAs, to include a description of the supplies to be delivered or the services to be performed, and the basis upon which the selection will be made. Note: Orders under BPAs may not be set-aside for small businesses;

Afford all BPA holders responding to the RFQ an opportunity to submit a quote; and

Fairly consider all responses received and make award in accordance with the selection procedures.

The ordering activity should fully document evidence of compliance with these procedures and the basis for the award decision.

The ordering activity will develop an SOW for requirements covered by the BPA and, if necessary, perform an order level price reasonableness determination as required by FAR 8.405-2(d). Ordering activities will place these orders on a firm-fixed price basis to the maximum extent practicable. All orders under the BPA should specify a price for the performance of the tasks identified in the SOW.

Price Reductions

In addition to seeking price reductions in conjunction with the annual BPA review, ordering activities are encouraged and empowered to seek further price reductions when circumstances warrant. Schedule contractors are not required to pass on to all Schedule users a price reduction extended only to an individual ordering activity for a specific order (FAR 8.405-4).